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Sharing data with volunteers and affinity groups

  • 1.  Sharing data with volunteers and affinity groups

    Posted 12-18-2019 10:52 AM
    We have received a request for data for members of one of our sororities by an alumna serving as that sorority's alumni vice president. She is trying to find information for those who are "lost" in the sorority's records. 

    Does anyone have a policy they could share regarding this specific type of request? Without knowing how they use the data, I'm uncomfortable providing any information at all, let alone contact information. If your organization closely manages data requests by volunteers/affinities, I would be interested in hearing your philosophy about how to manage these requests so that data privacy is protected and the third party is also satisfied.


    Marie E. Loson
    Director of Advancement Services
    SUNY Potsdam

  • 2.  RE: Sharing data with volunteers and affinity groups

    Posted 12-18-2019 05:45 PM
    Hi Marie.... 

    Our policy is typically not to release data to volunteers unless a staff member in Alumni Engagement or Advancement "sponsors" the request (in which case the request comes from the staff member).  We also have a confidentiality policy we request volunteers to read and sign. 

    That said, the University does have a mutual agreement with the Panhellenic Council to share information on alumni.  You may want to check with your administration (Student Affairs) to determine if your institution has such an agreement. 

    Terry Callaghan 
    AVP, Strategic Advancement Solutions
    Rutgers University Foundation 
    aasp Executive Board

    Terry Callaghan
    AVP Information Technology, Records & Gift Process
    Rutgers University Foundation